HR and Admin Assistant

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a qualified HR and Admin Assistant for our operations in Debarke/Debat, Ethiopia.

Instruction for applicants: All applicants must upload a cover letter and an updated CV in English. Please ensure that your CV does not exceed three pages. Applications with CVs longer than the specified limit may not be considered

Overall purpose of the role

The HR and Admin Assistant is responsible for the efficient management of the HR, Admin and premises/warehouse functions at the field level. S/he ensures compliance with DRC’s policies and procedures and supports SS Team Leader in strengthening internal controls and accountability.

Your main duties and responsibilities will be:

Human Resources:

• Assist in ensuring staff compliance with human resources polices, as per DRC’s Operations Handbook and local HR Handbook.
• Ensure that leave, recruitment and training trackers are updated on a regular basis.
• Monitor staff attendance and ensure that all staff timesheets are submitted and filed on time.
• Assist in communicating with interview candidates and scheduling for tests and interviews.
• Prepare employee contracts.
• Responsible for ensuring the following are accurate, complete and up to date: -personnel files, administration of health insurance scheme, social security,
• Assist managers and staff on effective performance management and administer the collation of performance management documentation
• Ensure new staff receive an appropriate orientation and induction. Support staff development activities including promoting the DRC Learning Catalogue.
• Ensure clearance and debriefing is carried out for exiting staff.

Administration:

• Ensure that all office systems and equipment (power, water, telephone, photocopier, fax, etc.) are in good working order.
• Payment of office and guest house bills.
• Responsible for office supplies.
• Responsible for necessary repairs & maintenance in a timely manner in coordination with the Logistics staff.
• Manage all contract arrangements with lessors and ensuring that contractual obligations are adhered to.
• Establish central mail recording system and filing system.
• Ensure that DRC staff have Identification cards (ID) with the period of validity in accordance with the employment contract.

Warehouse/Premises Support:

• Work closely with the Supply Chain team to support stock receipt, recordkeeping, and proper storage where necessary.
• Support the Area Manager in conducting periodic checks of premises and supplies (e.g., fire extinguishers, fuel stock).
• Ensure inventory forms and casual contracts (cleaners, cooks, etc.) are documented and archived

Procurement:

• To manage all procurement activities at the emergency office (P2P) goods, service, work within the approved threshold.
• Implement the procurement plans.

• Minimum 1 year's relevant work experience in similar field.
• Familiarity with ERP systems (e.g., DYN) and high proficiency in Microsoft Office (especially Excel).
• Solid understanding of Ethiopian labor law and administrative procedures.
• Experience with HR practices, staff coordination, and logistics is desirable.
• Strong organizational and interpersonal skills; ability to multitask under pressure.

• Diploma in HR Management, Business Administration or equivalent professional qualification

• Advanced spoken and written English
• Proficiency in (Amharic) preferred.